Executive Secretary
Community College of Qatar
مجموع سنوات الخبرة :17 years, 2 أشهر
* Serves as an Administrative Assistant to the Dean of Student Affairs at Community College of Qatar
including: Registration, Admission, Advising and Counseling, Student Activities...
* Using critical thinking skills to anticipate needs of the Associate Dean and effectively resolving problems. Scheduling appointments and maintaining calendars.
* Meeting on a regular basis with the Associate Dean for project planning and review.
* Providing support for special projects.
* Work closely with the Academic Affairs Department to manage the production of the Academic Student Handbook.
* Perform other, related duties as assigned.
* Collect weekly reports from the different sections within the Student Affairs Department.
* Organize and attend events within the college and outside.
- Providing administrative and logistical support to 3 Project Managers to ensure efficient
And professional delivery of HEC’s executive education programs in Qatar.
- Liaising with suppliers to ensure the smooth coordination of program event logistics
- Coordinating the production of course materials
- Implementing robust monitoring and evaluation mechanisms across all aspects of the program delivery.
- Monitoring and reporting on logistics related expenditure.
- Providing ongoing administrative and research to support the effective delivery of HEC programs.
- Preparation and production of training materials: (Editing and printing course materials, managing participant intranet account, ordering of case studies and copyright management).
- Coordination of program delivery and organization of special events: (Managing participant registration, organizing venue set up and liaising with the venue management, ensure the requirements of participants and faculty are met during the entire duration of the event/program.)
- Event logistics coordination: (Liaison with HEC Headquarters for administrative and logistics issues, interface with suppliers, Hotel and flights booking for participants and suppliers.)
- Program monitoring and evaluation: (Preparing of program coordination reports, Analyzing and synthesizing participants’ evaluation)
- Budget tracking and reporting: (Following up on invoices and contracts, expenses and payment tracking, preparing of budget reports.)
- General Office Coordination: (Working closely with the Operations Director to provide administrative and logistics support to ensure the smooth running of the HEC-Q offices.)
Teaching English, math, Science and social studies for kindergarten students.
Working on Kids' creativity through projects and activities.
- Scheduling, filing for each teacher all the necessary papers.
- Events organization, maintenance leader, stationary order.
- Responsible for service and operation.
- Tasks distribution.
- Build a strong customer relationship and maintain it
- Document financial transactions by entering account information.
- Guide accounting clerical staff by coordinating activities and answering questions.
- Secure financial information by completing data base backups.
- Prepare payments by verifying documentation and requesting disbursements.
- Prepare special financial reports by collecting, analyzing, and summarizing account information and trends.
- Maintain customer confidence and protects operations by keeping financial information confidential.
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Contribute to team effort by accomplishing related results as needed.
- Time organization, requesting orders and check it when received
- Lead a group of employees in the industry and follow up the orders.
- Provide a daily report for the general manager, customer services.
- Responsible for studying customer need and assist them.
- Devising and maintaining office systems, including data management and filing.
- Arranging travel, visas and accommodation and, occasionally, assisting with the manager outside the company to take notes or dictation at meetings or to provide general assistance during presentations.
- Screening phone calls, enquiries and requests, and handling them when appropriate.
- Meeting and greeting visitors at all levels of seniority.
- Organizing and maintaining diaries and making appointments.
- Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
- Taking dictation and minutes.
- Carrying out background research and presenting findings.
- Producing documents, briefing papers, reports and presentations.
- Organizing and attending meetings and ensuring the manager is well prepared for meetings.
- Liaising with clients, suppliers and other staff.
- Maintain financial records for subsidiary companies by analyzing balance sheets and general ledger accounts.
- Reconcile general and subsidiary bank accounts by gathering and balancing information.
- Provide financial status information by preparing special reports; completing special projects.
- Correct errors by posting adjusting journal entries.
- Maintain general ledger accounts by reconciling accounts receivable detail and control accounts; adjusting entries for amortizations prepaid; analyzing and reconciling retainage and accounts payable ledgers; preparing fixed asset depreciation and accruals.
- Secure financial information by completing database backups; keeping information confidential.
- Maintain accounting controls by following policies and procedures; complying with local financial legal requirements.
Support the CEO in the day-to-day running of the spa department, time organization, requesting orders and check it when received, lead a group of employees responsible for cleaning the hotel and the spa area, provide a daily report for the general manager that shows the daily products sold, clients and treatments.